15 FAM 630
FACILITY SUSTAINMENT, RESTORATION, and modernization (SRM)
(CT:OBO-154; 06-05-2024)
(Office of Origin: OBO/OPS/FAC)
15 FAM 631 overview
(CT:OBO-154; 06-05-2024)
a. The Bureau of Overseas Buildings Operations (OBO) administers facility Sustainment, Restoration, and Modernization (SRM) for all overseas U.S. Government diplomatic and consular real property. As a reference, OBO's Property, Equipment & Systems Guidance for Maintenance & Repair (M&R) Funding Matrix is updated annually on the Office of Facility Management, Directorate of Operations OBO/OPS/FAC intranet site to provide guidance to posts on the appropriate funding sources for different types of facility equipment, systems, and activities.
b. The chief of mission (COM), or the single real property manager (SRPM) as the COM’s designee, is responsible for ensuring all properties occupied by employees serving under the COM are maintained and free of hazardous conditions that could affect the health or safety of people.
c. For U.S. Agency for International Development (USAID) property, the USAID executive officer is responsible for establishing and implementing preventive, routine, and special maintenance programs.
d. No alterations can be made within two years after a New Embassy Compound (NEC) is completed without OBO approval.
15 FAM 632 Definitions and Explanations of Sustainment, Restoration, and Modernization
(CT:OBO-154; 06-05-2024)
a. Sustainment, previously referred to as Routine Maintenance and Repair, is the work required to preserve and maintain a facility in such condition that it may be effectively used for its designated functional purpose:
(1) Sustainment activities include:
(a) Preventive maintenance tasks, service calls, and minor repairs or replacements that are expected to occur periodically throughout the life cycle of the facility;
(b) Preventive maintenance service contracts (PMSC) for specialized expertise, including inspections or repairs to specific equipment or building systems. The term PMSC replaces “building maintenance expense (BME)";
(c) Regularly scheduled adjustments and inspections;
(d) Bulk purchase of supplies, tools, and personal protective equipment inherent in Sustainment activities; and
(e) Various activities like replacement of belts, filters, oil, lubricants, and/or refrigerants; refinishing wall surfaces; replacement of tile and carpet tiles; interior painting and/or caulking; refastening loose siding; individual window replacements; sealing pavements; and repair or replacement of circuit boards, switches, circuit breakers, compressors, valves, and temperature and pressure sensors;
(2) Sustainment does not include:
(a) Replacement of major systems or components that are excessively complex or impact other systems and equipment. This is considered Restoration; and
(b) Building operating expenses (BOE), as defined in 15 FAM 623, which are not funded by OBO. These are funded by post’s Diplomatic Program (DP) funding, the occupant's agency, or International Cooperative Administrative Support Services (ICASS) (see 15 FAM 120 and 15 FAM 730).
b. Restoration, previously referred to as repairs or in-kind replacements, is the work required to restore a real property facility, system, or component to such a condition that it may effectively be used for its designated functional purpose:
(1) Restoration includes the following:
(a) Major repairs to failing building systems, fixed equipment, and major components;
(b) "Like kind” replacement of building systems, fixed equipment, and major components that have failed or are pending failure that effectively restores it to its designated performance (i.e., no change to original use/function);
(c) Examples of restoration: repair or replacement of pavements (i.e., sidewalks, parking lots, and roads), roofs, heating, and cooling (A/C units greater than three tons) equipment, elevators, controls and safety equipment, façade (including specialized painting or refinishing), windows and doors (except forced entry/ballistic resistant and blast), point of entry water and wastewater treatment, power, (generators, switchgear, automatic transfer switches), and grounding equipment.
(2) Restoration does not include:
(a) Repairs or replacements that are minor, as these activities are considered Sustainment. Refer to the current SRM funding guidance for a description of minor and major repairs/replacements;
(b) Repairs or replacements that intentionally alter a system or equipment’s designed capacity to meet a changing purpose of function or change the location of the equipment. These activities are considered Modernization.
c. Modernization is the work required to alter or replace facilities and/or building systems to implement new or higher standards, to accommodate new functions, or to replace building components that typically last more than 50 years (such as the framework, foundation, or façade). Modernization work generally falls within the Minor Construction and Improvement (MCI) Program:
(1) Modernization projects intentionally alter, eliminate, reduce, or increase the use/function of a space, system, and/or piece of major equipment from what it was originally intended or expected to perform over the building’s life cycle. Modernization includes the following work or projects that:
(a) Increase the net square footage of the space;
(b) Change the intent or use of the space;
(c) Require an increase in the amount of utility services (mechanical/ electrical/plumbing) to a building;
(d) Significantly increase the performance of any system beyond its designed capacity;
(e) Change the system type (i.e., water-cooled to air-cooled chillers or medium voltage regulators to low voltage regulators); or
(f) Change the location of equipment; and
(2) See 15 FAM 640 Minor Construction and Improvements (MCI) for further information. To ensure the safety of post employees and to provide a proper technical review, OBO's Office of Design & Engineering (OBO/PDCS/DE) supported by OBO/OPS/FAC approves designs for MCI projects.
15 FAM 633 SRM submittal and approval requirements
(CT:OBO-123; 04-19-2023)
a. Facility managers (FM) develop post maintenance plans and record completion of sustainment activities in the Global Maintenance Management System (GMMS).
b. Restoration and modernization design and technical requirements must be documented and submitted in GMMS for technical review, permitting, funding, and approval by OBO.
15 FAM 634 Sustainment and restoration FUNDING
(CT:OBO-154; 06-05-2024)
a. The Office of Facility Management (OBO/OPS/FAC), provides post with Sustainment and Restoration funding according to annual target calculations and prioritized needs:
(1) Post's allotted Sustainment and Restoration funds may not be used to supplement Diplomatic Program (DP) funding or ICASS funding and activities; and
(2) DP or ICASS funding cannot be used to augment post's Sustainment and Restoration allotment. OBO allots SRM funds using a structure of project and function codes. Project codes reflect the specific SRM -related activity, and function codes are based on ownership type (government-owned/capital lease (GO/CL) vs. operating lease (OL)) and property use (residential vs. non-residential). Project and function codes are found in 4 FAH-1 H-520.
b. Unless there are specific interagency agreements to the contrary, OBO funds all SRM for U.S. GO/CL property. For residential and non-residential OL facilities, SRM is primarily the responsibility of the landlord. It is the Department's policy to include maintenance requirements as the landlord’s responsibility when negotiating lease agreements. Exceptions to this rule include:
(1) Local law dictates that the tenant is responsible for SRM;
(2) Security necessitates that the space and systems must be maintained by cleared American personnel; or
(3) The systems or equipment are U.S. Government furnished and installed.
c. SRM of properties on OBO's list of significant properties requires OBO's Office of Cultural Heritage (OBO/OPS/CH) review and approval for funds to be administered prior to commencing any work (see 15 FAM 770). This restriction also applies to representational spaces that are of cultural/historical significance in the residences of the: COM, deputy chief of mission (DCM), consul general when serving as principal officer, and the U.S. representative to an international organization.
15 FAM 634.1 Sustainment Funding
(CT:OBO-123; 04-19-2023)
Sustainment funds are allotted as follows:
(1) Routine use funds provided for the Sustainment of facilities and their building systems to address baseline needs of facility maintenance and upkeep:
(a) U.S. GO/CL Properties: OBO annually calculates post’s Sustainment need based on the Real Property Application's property size. The annual target is determined based on funding availability, and post is notified of their annual Sustainment target by function code;
(b) OL Properties: OBO uses historical expenditure patterns to establish an annual target;
(2) Preventive maintenance service contracts (PMSCs) funding for periodic preventive maintenance service contracts: Post must make individual PMSC funding requests for each building system annually through the PMSC module within GMMS. OBO then reviews the information, approves requests, and allots funds to post each year. For a list of authorized building systems which OBO funds with PMSC, reference OBO's Property, Equipment & Systems Guidance for Maintenance & Repair (M&R) Funding Matrix for the current fiscal year:
(a) PMSC may only be used for preventive maintenance service contracts and is identified in the Department of State accounting system using sub-object code 2512;
(b) PMSC may not be used for any other type or category of expense such as building operation contracts, janitorial contracts, and gardening contracts;
(c) PMSC funding may not be used for preventive maintenance contracts at OL facilities that are the landlord’s responsibility or for maintenance service contracts for single occupant residential properties; and
(d) PMSC for a facility that is solely occupied by another agency shall be direct charged to that agency;
(3) Bulk Supplies, Tools, and Personal Protective Equipment funding is for non-property specific items inherent to Sustainment tasks and activities purchased in bulk for efficiency and used throughout the entire facilities portfolio.
15 FAM 634.2 Restoration Funding
(CT:OBO-123; 04-19-2023)
a. OBO must receive and approve each Restoration requirement before it can be considered for funding.
b. Post must identify Restoration requirements and record them in the GMMS Facilities Work Plan (FWP) as they arise. Post must update their FWP annually and assign commitment quarters for each FWP entry that they plan to execute that year.
c. Post must revise and validate their FWP to reflect changing priorities and work plans and submit their Restoration requirements each quarter. Based on funding availability, OBO allots funding at the beginning of each quarter.
d. Post may submit Restoration requirements for immediate funding any time a building system failure threatens the safety and security of the post and its staff.
15 FAM 634.3 Additional Provisions for Sustainment and Restoration Funding
(CT:OBO-123; 04-19-2023)
a. Post should manage all routine maintenance requirements within the annual Sustainment budget provided by OBO. For any large routine maintenance activity that would deplete the annual Sustainment budget, and which cannot be performed in smaller segments over several years, such as painting a chancery exterior, the requirement shall be included in a quarterly Restoration submission.
b. SRM funding may not be used to fund labor-only or service contracts for common building trades (i.e., painting, plumbing, carpentry) that could be performed by in-house locally employed staff. While posts may opt to establish outside contracts in lieu of using in-house maintenance staff, or as a supplement to current staffing levels, any such contracts that are established must be funded in the same manner as in-house maintenance staff, using ICASS funding or direct charge to an agency.
c. SRM funding may be used for contracts for specialized expertise, including inspections or repairs to specific OBO equipment or building systems. SRM funds may not be used to fund security escorts, salaries, overtime, or other BOE related payments.
d. Technical surveys or assessments for known routine maintenance and repair activities are allowable expenses under both Sustainment and Restoration.
15 FAM 635 FACILITY STAKEHOLDER Guidance
(CT:OBO-123; 04-19-2023)
Facility stakeholders incorporate all agencies and individuals that impact a facility, including OBO, post management, occupants, and/or landlords.
15 FAM 635.1 Non-Residential (Functional) Properties
(CT:OBO-123; 04-19-2023)
Occupants of U.S. Government-held non-residential space are responsible for following good housekeeping practices and for notifying the post FM or SRPM of needed repairs, maintenance, and service.
15 FAM 635.1-1 U.S. Government-Owned/Capital Leased Non-Residential Properties
(CT:OBO-123; 04-19-2023)
a. OBO is responsible for SRM at U.S. GO/CL non-residential real properties, including:
(1) SRM of utility, electrical, plumbing, mechanical (HVAC), structural, fire alarm, elevator, and building automation systems;
(2) SRM of building interiors and exteriors, structures, and grounds; and
(3) Conservation of architecturally or culturally significant features at heritage buildings (those included on OBO's list of significant properties).
b. Funding responsibilities are outlined above in 15 FAM 633 (Funding) and 15 FAM 120 (Building Operating Expenses).
c. Occupants must permit access to representatives from post and/or OBO for assessment of existing conditions and to perform SRM activities.
15 FAM 635.1-2 Operating Leased Non-Residential Properties
(CT:OBO-123; 04-19-2023)
a. The post contracting officer is responsible for coordination with the landlord for SRM.
b. Occupants must permit access to representatives from post and/or the landlord for assessment of existing conditions and maintenance activities at mutually acceptable times.
c. The landlord is responsible for SRM, other than the exceptions noted in 15 FAM 634.2-2-part c.
15 FAM 635.2 Residential Properties
(CT:OBO-154; 06-05-2024)
a. Post must develop and issue, as part of the post housing guide, uniform rules detailing residential SRM responsibilities and prepare a written statement of employee responsibilities to be signed and filed upon occupancy (see also 15 FAM 240) by the U.S. Government employee.
b. Occupants of U.S. Government-held residences are responsible for maintaining them in presentable condition and returning them to the U.S. Government in a clean and habitable condition.
c. Occupants are generally responsible for activities such as picture hanging, light bulb replacement, routine monitoring and care of swimming pools (chemicals, cleaning, filling, etc.), seasonal care of walks and driveways (e.g., snow removal), periodic cleaning of internally installed air-conditioning and dishwasher filters, cleaning and upkeep of appliances (e.g., refrigerators, freezers, ranges, water distillers, washer/dryer, microwaves, and dishwashers), unclogging drains/toilets, periodically cleaning gutters and drains, and periodically testing smoke and carbon monoxide detectors and replacing their batteries. Post service providers may be called upon in situations where it is impractical for the occupants to accomplish the needed repair or maintenance.
d. Post may offer occupants the necessary training and provide light hand tools and personal protective equipment (PPE) required for occupants to perform their maintenance responsibilities. These U.S. Government items must remain at the residence.
e. Occupants are responsible for promptly reporting maintenance issues to the post FM and, through advance scheduling, must allow access to the residence for SRM work to be performed.
f. The post FM or general services officer (GSO) communicates with the occupants regarding the scheduling of SRM activities which are not the responsibility of the occupants.
g. The occupant may, at the occupant’s expense, repaint and otherwise decorate the residence with the concurrence of the SRPM. The occupants must, at their expense, restore the residence to its original condition prior to permanently departing post.
h. Occupants are responsible for repairs necessitated by deliberate acts, misuse, or the negligence of the occupant, family, guests, pets, employees, or other members of the employee’s household (see 15 FAM 240).
i. The U.S. Government is responsible for maintaining properties and grounds (including cleaning) at vacant units to ensure readiness for future occupancy. See 6 FAH-5 H-520 Residential Commissioning and Make-Ready for more information.
j. The USAID executive officer is responsible for USAID property.
15 FAM 635.2-1 U.S. Government-Owned/Capital Leased Residential Properties
(CT:OBO-123; 04-19-2023)
The U.S. Government performs SRM at U.S. GO/CL residential properties except for items generally performed by the occupant per 15 FAM 634.2.
15 FAM 635.2-2 Operating Leased Residential Properties
(CT:OBO-123; 04-19-2023)
a. The SRPM is responsible for ensuring lessor and U.S. Government compliance with custodial, maintenance, and repair provisions of lease terms, excluding private leases under living quarters allowance/overseas housing allowance programs (LQA/OHA).
b. Post must use the current model OBO operating lease template, per 15 FAM 350. FMs are strongly encouraged to familiarize themselves with the additional model lease guidance and instructions provided in 15 FAM 360.
c. Operating lease agreements must include maintenance requirements as the landlord’s responsibility, unless an exception has been approved by the Office of Real Property Leasing, in the Planning and Real Estate Directorate (OBO/PRE/RPL).
d. The GSO and/or SRPM communicates between the landlord and the occupant and coordinates the scheduling of SRM activities.
e. The landlord is responsible for SRM at operating leased residential properties except for occupant responsibilities and unless other arrangements are specified in the lease. If post is required to fund necessary SRM because the landlord fails to perform, the cost incurred by post must be deducted from the next lease payment. The SRPM must ensure that these terms are provided for in the terms of the lease.
f. The GSO is responsible for deducting all costs incurred by post because of the landlord’s failure to perform SRM, per the operating lease terms. These are most often deducted from the first lease payment after the costs were incurred.
15 FAM 635.3 Designated Representational Residences
(CT:OBO-123; 04-19-2023)
a. The U.S. Government assumes responsibility for most custodial and SRM activities that are not otherwise covered in lease agreements for designated representational residences of the COM, DCM, Consul General when serving as Principal Officer (PO), and the U.S. Representative to an International Organization including:
(1) Cleaning and servicing heating and air-conditioning systems as well as residential generators;
(2) Performing repairs due to normal wear and tear;
(3) Performing repairs of damage not attributed to the negligence or deliberate acts of the occupants;
(4) Performing other customary maintenance and repair services at post for U.S. GO/CL property; and
(5) Performing yard work and seasonal care of walks, driveways, and swimming pools.
b. Occupants are responsible for reporting maintenance issues to the post FM and, with advance notice, must allow access to the residence for SRM work to be performed.
c. Occupants are responsible for repairs required by deliberate acts, misuse, or the negligence of the occupant, family, guests, employees, or other members of the employee’s household (see 15 FAM 240).
d. The post FM and SRPM are responsible for communicating with the occupants regarding the scheduling of SRM activities like those listed above.
e. In the case of Operating Leased Representational Residences, SRM is the responsibility of the U.S. Government and landlord, as negotiated under the lease terms.
15 FAM 635.4 Marine Security Guard Residence (MSGR) Properties
(CT:OBO-138; 07-06-2023)
a. The Marine Security Guard (MSG) detachment is a unique component of a post, with equally unique housing requirements. The Department of State provides, with reimbursement from the U.S. Marine Corps, for most custodial and SRM activities for MSG residences that are not otherwise covered in lease agreements, including:
(1) Cleaning and servicing heating and air-conditioning systems as well as residential generators;
(2) Performing repairs due to normal wear and tear;
(3) Performing repairs of damage not attributed to the negligence or deliberate acts of the occupants;
(4) Performing other customary maintenance and repair services that are not otherwise covered in lease agreements; and
(5) Performing yard work and seasonal care of walks, driveways, and swimming pools.
b. The MSG detachment is responsible for daily housekeeping and maintenance of residences. Occupants may, at their own expense, repaint and otherwise decorate individual bedrooms with the concurrence of the SRPM and the detachment commander. Occupants must restore their residence to original condition upon vacancy.
15 FAM 635.5 Grounds Care and Funding
(CT:OBO-154; 06-05-2024)
a. Full grounds care services for the periodic and seasonal care of lawns, swimming pools, gardens, walks, driveways, and grounds for nonresidential buildings and common-use areas of residential apartment buildings, whether U.S. Government-owned or leased, are funded as specified below:
(1) Nonresidential buildings and common-use areas of residential apartment buildings occupied by multiple agencies are funded by post-held ICASS funds;
(2) Nonresidential buildings and common-use areas of residential apartment buildings occupied solely by the Department of State are funded by post-held DP funds;
(3) Nonresidential buildings and common-use areas of residential apartment buildings occupied solely by a foreign affairs agency are funded by the occupying agency; and
(4) USAID funds costs related to USAID properties except when other agencies occupy USAID properties. Seek guidance regarding swimming pools from the Overseas Management Division, Office of Management Services, Bureau for Management (USAID/W -M/MS/OMD).
b. Full grounds care for residences are funded as follows:
(1) Designated residences occupied by the COM, DCM, principal officer (PO) of constituent posts, U.S. representative to an international organization abroad (when PO), and MSGs are funded by post-held Diplomatic Program (DP) funds;
(2) Dedicated residences occupied by the senior representatives of the foreign affairs agencies (USAID, Foreign Agricultural Service (FAS) and U.S. and Foreign Commercial Service (US&FCS) and the Defense Intelligence Agency Defense attaché (DIA-DATT)) are specifically approved and funded by the parent agency; and
(3) For residences occupied by non-senior representatives, the occupants are responsible for periodic and seasonal care of lawns, gardens, and open space up to 720 square meters (8,000 square feet) for single family dwellings and 1,440 (720 per residential unit) square meters (16,000 square feet) for duplexes (exclusive of walks, driveways, and areas covered by buildings or structures). The SRPM may approve payment for the periodic and seasonal care of grounds of U.S. Government-held single family or duplex residential property in excess of 720 or 1,440 square meters, respectively, exclusive of walks, driveways, and areas covered by buildings or structures. If approved, the additional cost for residences is funded by the agency or agencies occupying the residence(s).
15 FAM 636 Facility Asset management
(CT:OBO-154; 06-05-2024)
15 FAM 636.1 Total Cost of Facility Ownership (TCFO) and Life Cycle Cost Analysis (LCCA)
(CT:OBO-154; 06-05-2024)
a. Total Cost of Facility Ownership (TCFO) is a method for assessing the total cost of ownership of a facility asset that considers the cost of acquisition; design; construction; operations and maintenance (O&M); recapitalization; and disposal.
b. OBO/OPS/FAC leads the coordination effort for the TCFO assessment.
c. As a facility performance measure within TCFO methodology, Life Cycle Cost Analysis (LCCA) leverages existing data on building systems and equipment to develop benchmarks that can be used to rank projects based on anticipated life cycle.
d. LCCA entails performing predictive calculations to evaluate maintainability during a project's planning and design phase to reduce long-term SRM costs.
15 FAM 636.2 Evaluation Programs
(CT:OBO-154; 06-05-2024)
a. Life Cycle Asset Management (LCAM) is an integrated approach to optimizing the 50-year life cycle of assets beginning at the early planning phase, continuing through the design phase, construction, and transition phases, and terminating at the decommissioning phase.
b. OBO/OPS/FAC leads this effort and will use LCAM to demonstrate long-term project cost effectiveness and sustainability for capital security and major construction projects and legacy facilities.
c. Facility Performance Evaluations (FPE) are evaluations that identify trends at a strategic level to determine an appropriate level of operational and maintenance requirements, validate life cycle cost milestones for critical systems and equipment, develop recommissioning and retro-commissioning strategies, and establish continual standardized evaluation processes for new and existing facility assets.
d. OBO/OPS/FAC will prioritize FPEs based on need and impact. Completed FPEs will be refreshed on a five-year basis.
15 FAM 637 THROUGH 639 UNASSIGNED